How to Set Up Automated Overtime and Hours-Worked Alerts

You can configure the system to send automatic email summaries to managers when employees exceed a set number of work hours on a daily, weekly, or monthly basis. This helps you manage overtime proactively and stay compliant. This guide covers all three alert types.

General setup

The first steps are the same for any alert.

1. Open Alerts.
2. Click Create new alert.
3. Name the alert: give it a descriptive internal name (for example, "Weekly Overtime Alert" or "Monthly Hours Exceeded").
4. Select employees: choose individual employees, specific groups, or check Get alerts for all users to apply the rule to everyone.
5. Select recipients: choose the managers who receive the email. You can select more than one.

Then continue with the configuration for the summary type you want.

1. Daily hours alert

Get a daily notification if an employee works more than a set number of hours.

1. In the Daily summary section, check Daily hours overreach.
2. Hours per day: enter the maximum hours an employee should work before the alert triggers (for example, 10).
3. Time to receive daily summary: set the time of day for the email. The alert is sent the following day at this time and summarizes the previous day.

Example: with a limit of 3 hours and a time of 17:30, the manager receives a file every day at 17:30 with the employees who worked more than three hours the day before.

2. Weekly hours alert

Receive a weekly summary of employee overtime or total hours worked.

1. In the Weekly summary section, choose the alert type:
   • Overtime summary: sends the total calculated overtime hours for each employee based on their work agreement.
   • Weekly hours overreach: triggers an alert if an employee's total weekly hours exceed a number you define.
2. Hours per week: for Weekly hours overreach, enter the maximum hours.
3. Period: choose Previous week or Current week.
4. Day of the week to receive alert: choose the day (for example, Sunday).
5. Time to receive alert: set the time of day.

Example: with a limit of 8 hours, on Friday at 17:00 the manager receives data on employees who worked more than eight hours that week.

3. Monthly hours alert

Get a monthly report of employees who worked too many or too few hours.

1. In the Monthly summary section, choose the alert type:
   • Monthly lack and overtime alert: reports employees who worked more or fewer hours than their standard monthly requirement.
   • Monthly hours overreach: triggers only for employees who exceeded a set number of total hours.
2. Hours per month: for Monthly hours overreach, enter the maximum hours.
3. Period: choose Current month or Previous month.
4. Day of the month to receive alert: choose the date (for example, the 1st).
5. Time to receive alert: set the time of day.

Example: with a limit of 40 hours, on the 1st of each month the manager receives a file with employees who worked more than 40 hours in the previous month.

When the configuration is complete, click Save to activate the alert.